Events And Financial Assistant

Reporting to the Associate Director, the Staff Assistant assists with administrative support to the Director, the Associate Director and to the Center and serves as the initial public and internal contact for the Center. This is a front desk position, responsible for greeting and providing service to Center foot traffic as well as responding to inquiries over email and phone. This position also provides direct assistance to events-and finance-related duties, maintains the CSWR website and social media presences, serves as the primary role handling CSWR publications, and supports all Center staff as needed.

General Center Responsibilities

• Maintains and staffs the front desk area, greets, and provides service to Center foot traffic and responds to inquiries over email and phone.

• Provides access to building and apartments for maintenance workers; provides direction to HDS Operations staff as needed.

• Assists with apartment set-up for incoming and outgoing residents, and ensuring apartments are vacated according to schedule and left in reasonable condition as residents move out.

• Calls in emergency repair requests made between 9am and 5pm.

• Assists with processing the day-to-day clerical, financial, record keeping and processing duties for the Center.

• Assists Director and Associate Director with CSWR-related calendaring.

• Monitors CSWR email inbox, answering or forwarding emails to appropriate staff member.

• Manages the art displays and hanging of the art displays in the Conference Room.

• Orders and monitors coffee and kitchen supplies.

• Programs doors and arranges for building access for CSWR events.

• Maintains the Visiting Scholars and fellows’ study shared computers and printing station and supplies.

• Provides research and assistance as needed to the CSWR Director and Associate Director.

• Assists in managing the ordering of CSWR publications under the direction of the CSWR Associate Director.

• Has responsibility for editing CSWR publications.

• Takes minutes at CSWR staff meetings.

• Updates and maintains Donor List.

• Processes Center archives.

• Other administrative duties, as needed.

Website

• May update content, and maintain the CSWR website in accordance with Harvard University standards, including regularly performing checks for quality assurance via Siteimprove software, maintaining synchronicity with our social media channels and Trumba posts.

• Assists with maintaining CSWR’s social media presence.

Events

• Assists with staff-hosted residential events, including ordering food.

• Orders, monitors, and maintains office supplies, office equipment and services, and events inventory.

• Coordinates with IT and Media Services for videography and technical support; provides A/V presentation support to CSWR-sponsored events.

• Assists with setting up and cleaning up events as needed.

• Creates nametags, table tents, and materials for events.

• Arranges for laundry service for linens.

• Designs posters for CSWR events, including colloquia and reading groups, art receptions, faculty book events, and various other events as needed. Manages the ordering process of posters.

• Manages hotel booking for out of town guests and booking reservations for dinners after events.

• Assists with processing all event and research programming-related expenses (e.g. honoraria, travel, reimbursements, hotel).

• Manages Egencia travel arrangement, hotel block booking, parking space coordinating, reservation contract coordinating, and tracking of guest details for CSWR conferences.

Financial and Residence Units

• Assists in scheduling services for 13 apartments and inspecting apartments for incoming residents.

• Makes recommendations for apartment improvements and assists with apartment turnovers.

• Ensures that apartments have necessary furnishings. Tracks furnishings and coordinates replacements as necessary.

• Assists with billing of rents and entering information into Concur and Oracle.

• Assists with the yearly apartment inventories and twice a year turnover of apartments.

• Three or more years of related administrative experience required. Education beyond high school may count toward experience. Periodic nights and weekend work are required to support evening and weekend Events and programming. Must be adept with Microsoft Office programs. Ability to lift/move at least 25 lbs. is required.
• Candidates wishing to be considered must supply a cover letter in addition to a resume.

• BA/BS preferred. Exceptional interpersonal and communication skills required. Strong writing and excellent proofreading skills required. Must be highly organized, detail oriented, and have the ability to work competently and efficiently in a multi-task environment. Must be technically savvy - possess competency using a variety of computer software and capacity to master new software. Demonstrated ability to work under pressure and accommodate change. The successful candidate will be a creative team player that possesses good judgment, ability to work independently, and a high level of professionalism.
• IMPORTANT NOTE: Your cover letter and resume should be combined into a SINGLE DOCUMENT under the resume tab. Cover letters are required for every position at Harvard Divinity School.
• We regret that the Harvard Divinity School does not provide Visa sponsorship.

• This position is based in Cambridge, MA and requires an on-campus presence. All HDS positions have a regular schedule of Monday - Friday, 9am - 5 pm. HDS may adjust flex schedules as necessary or appropriate. Harvard has an established Flexwork Policy.
• Please Note: We are currently conducting interviews virtually for selected candidates. Final interviews may be conducted on campus.
• The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

• Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

• Harvard Divinity School seeks to respect, understand, and learn from all cultures, beliefs, and faith backgrounds, including those who are unaffiliated with a traditional denomination, of the members of our diverse community. HDS actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities.

• Founded in 1816, Harvard Divinity School is most religiously diverse divinity school in the United States and is one of 12 graduate/professional schools at Harvard University. HDS is grounded in pluralism and fosters the kind of thoughtful, respectful exchange of ideas that is vital for human flourishing. The School’s degree programs prepare students for careers in academia, ministry, and a wide range of roles across the nonprofit, private, and public sectors.

This position is based primarily on-campus, in Massachusetts. Additional details will be discussed during the interview process.

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Flex-work options at HDS, including an optional summer compressed workweek (end of May through mid-August)

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.

• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.

• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.

• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.

• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.

• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.

• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.

• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.

• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.